How to Create a Proforma Invoice in Excel (Download Free Template)

What Is Proforma Invoice?

A proforma invoice serves as an initial bill or invoice. It is utilized to request payment from a committed consumer for products or services before the items are delivered. The invoice includes a detailed description of the products, the total amount payable, and all other essential information regarding the transaction.

Step 1 – Create Dedicated Slot for Shipping Information

Choose a shape (such as the Scroll: Horizontal shape) to set a title for your proforma invoice. While inserting the shape is optional, it enhances the invoice’s appearance.
In the Insert tab, click the drop-down arrow under Illustrations > Shapes and select your desired shape (Scroll: Horizontal).

Click and drag your mouse to insert the shape.
Set the title inside the shape (e.g., PROFORMA INVOICE).

Merge and center the range of cells B5:D5, labeling it as SHIPPER DETAILS.

Format the cell according to your requirements.

In the range of cells B6:B11, write down the necessary information about the seller.

Merge and center the range of cells C6:D6 and repeat for cells C7:D11.

The 2nd is reserved for the seller information.

Create two more slots for consumer details and shipping details.

Insert a suitable border between each section (double-line border between slots, outside border for visual clarity).

Add your organization’s logo by selecting cell I1, clicking Illustrations > Pictures, and choosing the logo.

Step 2 – Design Product Details

In the range of cells B13:J13, create a title for the product list.

In cell J14, insert the following formula to round the price amount of that product:

=ROUND(H14*I14,0)

Press Enter.

Drag the Fill Handle icon to copy the formula up to cell J18.

Format cells B14:J14 using the 20%- Accent 1 style from the Cell Styles menu.

Click on the Format Painter option from the Clipboard group and apply the same formatting to rows 16 and 18.

Format cells I14:J14 as Accounting.

Set an outside border around the product list and the right border for each column.

Step 3 – Estimate the Final Bill

Set Up the Subtotal Amount:

Select the range of cells H20:I20.
Click the Merge & Center option in the Alignment group on the Home tab.

- Title the merged cell as SUBTOTAL AMOUNT and format it as desired.

Calculate the Subtotal:
- In cell J20, insert the SUM function to sum the range of cells J14:J18:

=SUM(J14:J18)

- Press Enter.
- Set the cell format as Accounting from the Number group.

Add Additional Entities:
- In the range of cells I21:I27, input the following entities (e.g., freight charge, taxes, insurance, inspection charge). Customize these items as needed.